Let’s Get You Started!

1. Register as a Member on SportsEngine

• Start by registering yourself as a member through SportsEngine.
• Select “undecided” as your club affiliation during this initial step.

2. Submit Club Application and Documentation

• Once registered, submit the following documents to the Registrar:
  • Club Application
  • Registration Transmittal Form
  • Initial Registration List

3. Club Setup in SportsEngine

• The Registrar will set up your club within SportsEngine and update your affiliation from “undecided” to your designated club.
• The Registrar will also grant Admin access to the Club Director and any other registered designees in SportsEngine.

4. Establish Club Membership and Team Management

As a registered Excelsior and USAV club, you are required to use SportsEngine for all membership registrations.

• Now that you are connected to your SportsEngine HQ, you can:
  • Create your teams
  • Develop registration forms
  • Set up fee payment options for parents and guardians
  • and more…

5. Manage Additional Club Member Registrations

• As additional club members register, they will have the option to select your club in SportsEngine.
• Once you submit the necessary paperwork and fees, the Registrar will process these registrations, making them visible in your system.

6. Sanction Events and Ensure Insurance Coverage

Have questions about event insurance and sanctioning? Head to the Sanctions and Insurance section above for all the details!

• Once your club and Club Director are registered, apply for event sanctions through the Tournament/Insurance Coordinator to secure insurance coverage.
• Sanctioning applies to any event with physical activity (tryouts, practices, fundraisers, etc.) and ensures all participants are covered by insurance.
• Note: Many venues, such as schools, require a copy of the insurance certificate listing them as “additional named insured.

Helpful Tips for your First Season

Tips when ordering your Uniforms

When participating in any USAV sanctioned tournament you are required to have a uniform. USAV rules are available on the USAV website and linked here to review the Uniform requirements.

Want to ensure your uniforms meet USAV standards before they’re finalized? Reach out to our Officials Director, Leo Gameng at officials@xlvball.org, to confirm your uniforms are compliant for tournament play.

Tips when Register for Tournaments

Travel volleyball revolves around tournaments, and for new club directors, early registration is key! Most large tournaments open for registration in the fall (September-November) on platforms like SportsEngine AES and SportWrench. If your teams aren’t finalized, no problem—register based on projected teams and adjust as needed. Just remember to drop any teams before the cutoff deadline to avoid penalties.

Excelsior also provides opportunities for our clubs to host their own tournaments, with applications available throughout the season. Find all local tournament options on SportsEngine AES and get your club set for success!

Tips when Rostering your Travel Teams

To ensure a smooth experience at USAV-sanctioned tournaments, please verify that all members of your team are eligible for inclusion on the USAV Certified Roster. This roster is required for entry at all sanctioned events, and only eligible participants (coaches, team helpers, players, etc.) will be able to participate and sit on the bench.

Here’s how to confirm eligibility:

• Coaches and Adult Helpers: They must complete both a background check and SafeSport training each season before they are eligible to be rostered. New coaches must also complete the one-time IMPACT training as part of their onboarding.
• Players: All players must complete their R2/Scorekeeper certifications. If an athlete is 18 or will turn 18 within the season (Sep. 1–Aug. 31), they are required to complete SafeSport training in their USAV Academy account.

Following these steps ensures everyone is eligible and ready for tournament play. If you need further assistance, feel free to reach out to our Registrar.

Tips when Attending a Tournament

To ensure a smooth experience at any tournament, each Head Coach should be prepared with essential items for team check-in and match play.

Required Items for Tournament Check-In:

• Two copies of the USAV Certified Roster
• A Medical Release Form for each player

Recommended Items for Tournament Participation:

• Volleyballs with a ball bag or cart for easy transport
• Clipboard and pens for quick notes and lineup organization
• A handheld whistle for officiating duties when your team is assigned to work
• Line-up sheets (while most tournaments provide them, it’s helpful to bring extras)
• A tripod and recording device for capturing match footage
• Any other tools or resources that may support your coaches and players throughout the event

Having these items on hand will help ensure a successful, organized tournament experience for both coaches and players.

Still need help? Reach out to our Juniors Coordinator, Boys Coordinator, Adults Chairperson, or Registrar—they’re here and ready to assist!